Executive Assistant - NY

About Us

We are a concierge dog training and pet sitting business operating in Manhattan, Brooklyn, and New Jersey. We specialize in working with anxious, reactive, and special-needs dogs. Our team consists of trainers and sitters who work as independent contractors with varying schedules.

Position Summary

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant / Operations Manager to support the founder and oversee day-to-day operations. This role serves as both the founder's right hand and the primary point of contact for clients and the team, ensuring streamlined operations, optimized scheduling, efficient cross-functional communication and reduced bottlenecks as the business grows.

Essential Duties and Responsibilities

Admin Ops

• Serve as the main point of contact for the owner, clients and the team.
• Manage and optimize scheduling for the owner, trainers, and sitters - ensuring appropriate breaks and travel time.
• Anticipate & proactively resolve scheduling needs based on demand, client requests, and staff availability.
• Manage project workflows and daily to-do lists - overseeing cross-functional communication and maintaining a clean, organized digital workspace.
• Manage monthly team meetings (scheduling, agendas, recordings, note-taking) and monthly 1:1 scheduling with sitters & trainers.
• Oversee invoicing, payroll, and contractor payments.
• Keep Honeybook organized - client notes, referral tracking, optimizing locations.
• Setup and maintain email server lists (sitters, group sessions, daycare, etc.)
• Maintain ShopDot and ensure products & services are current.
• Improve and standardize daily report card processes for daycare & traincations.
• Identify and improve inefficiencies in administrative processes.
• Support implementation and optimization of the following as the business grows: new tools and automations, operational processes, SOP updates, sitter onboarding and client management, etc.

Client Ops

• Manage client communication - i.e.: scheduling reminders, session follow-ups, reviews/testimonials, thoughtful touchpoints (birthdays/anniversaries, etc.)
• Maintain accurate client & pet records with a high-level of detail and organization, ensuring post-session notes are properly logged in Honeybook by sitters and trainers.

Knowledge, Skills and Abilities

• Language - English required (Spanish a plus) – with strong written and verbal communication
• Highly organized, detail-oriented & proactive with excellent executive functioning skills.
• Strong Communication Skills – Comfortable handling client and team interactions.
• Tech-Savvy – able to recommend and quickly learn new tools as well as optimize systems and processes - proficient in: Google Suite (Email, Drive, Docs, Sheets, Calendar), Slack (team communication), Scheduling software (e.g., Acuity, Calendly) • CRM & Booking tools (e.g., HoneyBook)
• Project Management tools (e.g., Asana)
• Social Media platforms (scheduling posts)
• Invoicing & Payroll tools (e.g., QuickBooks)
• Familiarity with Scaling Operations and Building Workflows (Preferred)

Education & Experience

• 3-5+ years of experience in Executive Assistant, Operations, or Administrative roles (preferably in a service-based business)
• Experience managing complex schedules and multiple stakeholders.
• Experience in Pet Care or Dog Training (Preferred)
• Remote Team Management Experience (Preferred)